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Buildings & Grounds seeks board OK to split $89,000 boiler purchase order, vendors promise 20-year life
Summary
Committee recommended splitting an existing $89,000 purchase order between Roberts Mechanical (parts) and GEM (installation) to install heat exchangers and add monitoring and a yearly service contract; vendors say the work should yield 20 years of service, and the district expects a $20,000 rebate pending vendor sign-off.
Speaker 2 reported to the Buildings & Grounds committee that the district has an $89,000 approved purchase order intended for boilers and heat exchangers at Parkside and Riverview and proposed splitting that PO between Roberts Mechanical (parts/equipment) and GEM (installation and labor). "They guaranteed us a minimum of 20 year life," Speaker 2 said, summarizing vendor assurances and the district's plan to have Roberts supervise the installation and then provide yearly maintenance through a service contract.
Under the proposal, GEM's installation work is quoted at $23,006.90 and Roberts' parts and equipment at $60,005.68, for a subtotal of $84,002.58 — below the approved $89,000. Speaker 2 also said Mestec/Roberts applied a combined discount that reduced the price by $20,000 and that the district is expected to receive a $20,000 rebate after a 60-day continuous monitoring period and a formal sign-off by MESTEC.
Speaker 1 asked whether legal staff should review the vendor guarantee in writing; Speaker 2 said the guarantee exists in email form and agreed to have counsel (Dan) examine contract language before Thursday's full-board action. The committee did not record a formal vote in this meeting; Speaker 2 explicitly asked the Buildings & Grounds committee to approve and for the board to act on Thursday.
The package also addresses an immediate maintenance need: Roberts and GEM will coordinate to take one Riverview boiler offline, remove and clean an exchanger that shows an unidentified buildup (quoted cleaning work $5,235), and send debris for analysis. Speaker 2 said the new parts will be compatible across both schools and that vendors will add a Spirotherm (SpiroVent) air-and-dirt separator with a magnetic strainer and an online monitoring system to reduce particulates and detect faults earlier. A chemical water-treatment firm would perform biannual testing to maintain pH and particle levels.
The committee discussion framed the 20-year figure as the vendors' warranty/assurance tied to the full package of parts, installation, monitoring and ongoing maintenance; Speaker 2 emphasized the district intends to put the guarantee in contract language and to have counsel review any document that formalizes vendor liability. No final procurement action was recorded during this meeting; the proposal was set for consideration by the full board on Thursday.
Next steps: district counsel will review vendor emails and draft or approve contract language; the Buildings & Grounds committee will present the split-PO/service-contract recommendation to the full board for formal approval.
